Why VoIP Solutions Are Ideal for Small Businesses in 2023

For small businesses, VoIP phone systems make sense. Forbes stated that there is a massive shift for small enterprises toward cloud-based solutions. One of the main reasons companies are increasingly moving forward with digital solutions is the cost.

However, there are still essential factors why organizations should consider VoIP seriously, especially those business owners who have small enterprises. A growing number of virtual number providers are entering the market (raising everyone’s game), and companies are now recognizing that VoIP is the way of the future. They understand that VoIP is here to stay.

Listed below are the top 8 reasons why VoIP solutions are the ideal phone number system for small-scale businesses.

  1.   Cost-Saving

VoIP can save you money, and that’s probably the best reason to convert. A range of savings opportunities is available, including:

  • Lower long-distance charges
  • Less equipment required
  • Customization is free
  • Setup fees are minimal
  • Reduced monthly service fees

While the exact cost savings may vary, converting to VoIP can save a small business between 30 to 50% on average.

  1. Enhance Customer Experience

Your phone presence must be professional. Having a voice mail system, holding music, and intuitive directories is essential. This level of service cannot be provided by traditional PBX (private branch exchange) systems because they must be set up and customized, and making any changes can be difficult.

VoIP eliminates the hassle of dealing with amateur phone greetings for small businesses. Instead, they can compete head-to-head with the big players, offering their clients features previously only available to large corporations.

Outstanding customer care goes way beyond a polished call-back. Call analytics, missed call texting, and automatic call distribution are other VoIP features that can enhance customer satisfaction.

Call analytics and usage reports can revolutionize your business if you’ve never viewed them. The dashboard gives you a quick snapshot of your front desk. For example, business owners can use it to track the following info:

  • Total number of inbound calls
  • Total number of calls placed
  • Total number of missed and answered calls
  • Call tracking (what number was dialed)
  •  The number of calls you receive and what time of day it occurs
  •  Whether the caller is a customer or not (some systems will display this information)
  1. Flexibility
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As more companies become distributed teams, office lines continue to blur. There’s also a steady rise in the percentage of employees that work from home, at least during a portion of their week. While this mobility provides teams with flexibility, it can be challenging to control your company’s image when team members speak to customers.

When you have a VoIP system, your employees can use their cell phones as if they were your office phone. They can make and receive calls from your recognized phone number while keeping their work and personal conversations separate.

Customers and clients familiar with SMS text messaging can also communicate with companies through this arrangement.

Business calls can be made and received from anywhere with Internet access, allowing employees to be productive regardless of their whereabouts.

  1.   Credibility

Traditional phone systems require you to be glued to your desk, so the likelihood of missing a call is high. Five minutes spent in the bathroom or during lunch without front desk coverage can result in thousands of dollars of lost opportunity.

Due to fewer missed calls with VoIP systems, companies have more opportunities. VoIP systems allow you to forward or redirect phone calls to whoever is available instead of routing them to one person. It is even possible to set up automatic call distribution to handle specific calls at certain times.

With the new “missed call texting” feature, you can send a message to a caller immediately after they hang up, even if you cannot get to the caller.

Upon missing a call, callers might get a text message like this: “Hello!” We apologize for missing your call. After a brief break, we will return at 2 pm. Are there any other things we can assist you with meanwhile?

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To think that almost one-third of US citizens favor texting to calling, this communication method could be even preferable in reaching customers over the phone.

  1. Scalability

Adding new employees or moving to a larger office can create growing pains with a traditional phone system. A new hire will usually require you to add a phone line, set them up in your system, and even rerecord parts of your phone for free.

The advantage of switching to VoIP is that new employees can be added instantly without paying a fortune. It’s just a matter of logging into their VoIP software and adjusting some basic settings. You don’t need any tech support!

VoIP services are easy to use due to this factor. In addition, in contrast to a traditional PBX system, on-premises VoIP isn’t as laborious or complex to set up as it is to configure hardware.

A significant benefit of hosted VoIP is using phone systems that aren’t linked to a physical address. As a result, your phone system won’t need replacing if you relocate offices.

  1. Reduced in Terms of Maintenance

A conventional phone system can make this process particularly difficult for small business owners who constantly upgrade equipment and systems. There are several reasons behind this, including the slipping of traditional phone systems into obsolescence.

Every time you update or upgrade something, another wheel starts squeaking for grease. Furthermore, it is hard to find new equipment to support these systems, and there are very few experts who know how to repair and maintain them.

Comparatively, VoIP equipment is easier to use. Though it requires some technical expertise, it doesn’t require advanced training or certification. It’s even easier to maintain your phone system if you have a hosted VoIP solution since your provider handles everything.

  1. Latest Features
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The old phone systems cannot keep up with the features that VoIP has to offer. Aside from VoIP systems’ ability to automatically distribute calls, they can also feature visual voicemail, call logs, video conferencing, voicemail integrations with email, and many others. Essentially, you should use VoIP if you run an office today.

  1. Multiple Offices Connection

Now is the perfect time to start evaluating VoIP providers if you have multiple locations or are thinking of expanding. In contrast to on-premises VoIP solutions that require separate systems for each site, hosted VoIP solutions do not. As a result, you can add locations reasonably quickly, and you can get technical assistance from your VoIP provider if you need it.

Final Thought

With a business VoIP system, your organization can enjoy high-definition voice calls, video and audio conferencing, team messaging, unlimited extensions, a cloud PBX with auto-attendant, and other features and functionality you need. In addition, by integrating it with your business’s mission-critical productivity software, your business can keep up with large companies.

Using the Internet for making calls will save you a lot of money. Instead of paying phone companies, this solution uses your existing internet connection. With VoIP, long-distance or international calls can be cheaper since a copper line covering thousands of miles is unnecessary.

If you want to learn more about how VoIP can help your small business in terms of growth, visit Telnum and start seeing progress immediately.

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